Technology
As a care service provider, chances are, you’re bogged down by endless labour-intensive manual processes.
There’s the challenge of time-consuming rostering. Capturing – and sharing – information without delay. And meeting important tracking and compliance requirements.
On top of this, you need to assure your clients’ families that their loved ones are being cared for. At a standard they expect.
Our single solution is smart, efficient and increases compliance making you, your board, the auditor – and your clients – happy.
Make Sense of the Support at Home Program in Aged Care – with this helpful article.
Changes are coming – let us help you prepare!
Rosters and Administration
Reduce costly manual processes with our smart and efficient drag and drop rostering tool.
With VIPS Care, you can quickly and easily create a roster. And, as soon as it’s ready, your support worker can see the roster on their devices in real time.
The roster is also visible to your client and their loved ones via the Client Portal.
Approved, completed services instantly become payroll entries for staff wages and client charges – either against the package, a 3rd party or to the client.
App features:
- Select staff according to client need
- Schedule rosters with a simple drag-and-drop interface, setting single or multiple events
- See service status in real time with a clear, colour-coded Day Planner
- Instantly view charge-per-service
- Set specific tasks for support workers to tick as complete
- Easily match support worker location with client address to minimise travel times
- Organise your support workers’ days to maximise productivity
- View a list of available support staff with the skills that match a specific request
- Instantly update and share care-critical information – including care-relevant doctor’s notes, goals, care plans, and important contacts
- Approve completed services to send wages to Payroll and charges to the client package, a 3rd party or the client themselves
- Enter invoices for Contractors/Suppliers once into VIPS Care for processing and tracking payment
- Simple step by step claiming from Services Australia with reconciliation of their statement back into VIPS Care
- Access the resource library, which includes policies, operations
and training documents, images and videos
Client Care
Keep documents and notes handy, so your team is informed about client status and services previously delivered- via their own device.
Choose to notify your clients’ loved ones whenever a support worker visits – giving them peace of mind that the service is in progress.
Support staff record service details and update relevant information at the end of the service. These notes are available for subsequent staff, so they know how to assist each client.
All information recorded is instantly available to your Care Managers/Partners in Head Office via VIPS Care Online – as well as on the Client Portal.
App features:
- Use in-platform messaging between care coordinator and support worker – no more WhatsApp or Google chats -so client privacy is maintained
- Attach client-specific documents with permissions to view
- Enable automatic SMS alerts to notify clients’ loved ones when support staff arrive and/or leave
- Complete validated tools such as FRAT, de Mortons and Barthels – or build your own forms – for client reassessment
- Monitor progress towards goals/the client’s view of success
- Add photographs, text notes and client signature (if applicable)
- Centralised client notes gathered from VIPS Care mobile – viewed online and on the support worker’s device according to permissions
- Allow support worker to order consumable supplies or recommend equipment needs
- Confirm carers’ locations via GPS for compliance recording
- Export timesheets for payroll and charges for package invoicing
- Capture carers’ additional expenses (e.g. car expenses for a trip outside the home)
- Staff can access the VIPS Care – and your organisation’s resource libraries for the latest in care information
Client Portal
This app makes it easy for clients and their families to see services planned and delivered.
They can also access key information – including the support worker’s details, weekly rosters and observational metrics – all in one place.
And above all, your clients’ families will rest assured that their loved one is receiving the care they’ve paid for. At a standard they expect.
App features:
- Provide clients and their loved ones with service transparency (e.g. an optional SMS notification when the support worker arrives/leaves)
- View weekly rosters, basic carer details and information recorded during visits
- See support worker notes (text and photographs) so clients and their families understand the support being provided and how their loved ones are going
- Contact care coordinator directly
- View roster of planned visits
- Access monthly statements
Service Approval and Automations
Get ready to simplify complex invoicing processes.
Quickly apportion service charges against budget pools and see the burn down of funds in real time.
Automated generation of client invoices for paying their contribution to the service.
What’s more, because you’ll be reconciling and sending invoices faster, you’ll also speed up receipt of government funds for services delivered.
App features:
- Approval of completed services automatically generates a payroll entry for support staff and a charge against the client’s budget pool
- Subcontractor/Supplier bills are entered once for extraction to your accounting system and charging either to the client, against the package or to a 3rd party
- Decrease the cost and time involved in reconciling delivered services
- Process invoices promptly – and receive government reimbursements sooner
- Instantly present your clients’ care package reconciliations in a statement and on the client portal
- Flow of detailed information to financial reports
- Integrate with your accounting package
Contractor Management
The Aged Care Quality and Safety Commission expects you to have full oversight to sub-contractors/suppliers who provide a service on your behalf. As if they are your own staff.
Whether it’s the physio going into one of your client’s homes to assist with rehabilitation or the gardener going in to mow the lawn.
You need to know who did the service, what time they came and went, provide them with the client information they need and have a way they can record notes- including any identified risks.
Reduce risk to the client and your organisation by managing these “associate providers” properly using VIPS Care.
App features:
- Provide contractors with details of the service and all client information at the time of service
- Enable contractors to log in and out of the service like your own staff so you have time stamp of attendance
- Include subcontractor/supplier services in client budgets so the burn down of client funds is accurate
- Minimise the risk of reportable incidents/SIRS by having contractor oversight
Feedback and Complaints
What do clients really think about your service? What is their actual experience?
Whether it’s glowing feedback or serious complaints, you need – and deserve – to know it all. Only then can you uphold standards, especially when it comes to mandated reporting.
App features:
- Allow clients and their family to submit feedback quickly and easily
- Send feedback directly to managers
- Provide client or a family member with validated surveys for quality care evaluation
- Ensure incident reports receive appropriate and rapid response
- Cross match incident data to track trends
- Meet expectations of Aged Care and Disability Quality Standards commissions
Time to boost efficiency – and improve your aged or disability home care support services?
